Club Advisors Responsibilities

When students ask if you are willing to be a club advisor the following Responsibilities are required of you as an advisor. The total number of hours will be determined by the number of events your club decides to host. 

Virtual Meeting & Events:

  1. An advisor must be present online during all official club virtual meetings and virtual events. In the event the advisor cannot supervise a meeting they must ensure a certified teacher is in place to supervise.

Meetings:

  1. Assist students in creating a club constitution that contains the bylaws and rules of the club. Advisors should ensure that the constitution is followed by all members of the club.

  2. Advisors must supervise and attend EVERY meeting or activity planned on campus; and any formally recognized club activities held OFF campus. In the event the advisor cannot supervise a meeting they must ensure a certified teacher is in place to supervise.

  3. Assist club officers in keeping track of attendance and monitor behavior.

  4. Assist students in making their own decisions. Help students to clarify their goals, to work through their problems, to plan activities and to continually evaluate their efforts.

  5. Supervise nomination and appointment of officers and members and be sure that the process follows the club’s constitution.

Events:

  1. Be aware of all events and actions being planned.

  2. Be sure that the district office and not the advisor signs all contracts with vendors.

  3. Be sure that all events planned are chaperoned. Evening activities and dances will be limited due to supervision and facilities space.

  4. All events must be approved by ASG. For events using on campus facilities, the advisor will verify with officers that forms are turned in correctly and on time.

Money:

  1. Facilitate purchase of materials for fundraisers, eventss, etc; make sure that ALL MONEY is run through the student activities office.

  2. It is the responsibility of all clubs to keep records of all financial transactions and submit original paper work to the schoolbook keeper in a timely manner.

  3. All financial decisions must be made by the students and said decisions must be recorded by submitting a Purchase Approval from to the student union.

  4. Deposits and reimbursements must use specific forms that are found in the Student Union. There are copies online as well.

  5. Clear all fundraising through the activities director. All fundraising must meet the healthy food guidelines, which are also included in this packet. Ensure that a master calendar form is filled out before the fundraiser and that all money is turned in at the end of a fundraiser.

SCHOOL DISTRICT FIELD TRIP POLICY

Please read through district policy if your club event is a field trip or if you think your club event may be a field trip.

If a field trip is overnight, all necessary forms must be turned in THREE MONTHS in advance of the trip if clubs would like their field trip to be district-approved. Please speak to Ms. Gill if there are any questions regarding field trip forms. 

GENERAL INFORMATION

All school sponsored trips require the approval of the school principal.  School sponsored trips will not result in any remuneration or profit for students, staff members, or chaperones.

ALL STUDY TRIP PARTICIPANTS WAIVE CLAIMS AGAINST STRICT

All persons making the voluntary study trip/excursion/athletic trip will have deemed to have waived all claims against the district or the state of California for injury, accident, illness, or death, occurring during or by reason of the study/excursion/athletic trip and will sign a statement waiving such claims before the trip.

 

Special Needs Must Be Addressed

Certificated staff members will plan to address the special needs of all students including, but not limited to, the requirement of administering medication, medical, physical, instructional, and transportation needs/accommodations, as well as the involvement of necessary support staff. Special Education must be notified at least two (2) months in advance of the trip if a medical assistant is required to travel with the student.  All students must be ensured equal access to participation in school events.

 

Certificated Staff Responsible for Supervision and Safety

The certificated staff is responsible for supervision of students and for their proper conduct. At no time can this responsibility be assigned to non-district personnel. Teachers shall not approve activities or trips which they consider to be age-inappropriate, or inherently dangerous to all or individual students, or to pose unacceptable or unmitigated risks.

 

Principals Responsible for Transportation, Emergency Plans, and Trip Approval

Principals are responsible for assuring that all district and transportation expectations are met, as well as assuring that emergency plans have been developed for each trip.  Trips requiring school bus transportation must not interfere with the regularly scheduled busing of students to and from school. Busing arrangements for trips must be made with the FUSD Transportation Department by the timeline spelled out in the School Matrix. 

 

Board Approves Certain School Sponsored Trips

All school-sponsored trips involving, overnight, out-of-state, or out-of-country travel require the prior approval of the Board District approved elementary science camp requests that do not require a Chaperone waiver and do not include water activities shall not require board approval.

NOTES: 

1.     Timeline requirements may be waived, upon approval, by the superintendent or designee, when unpredictable circumstances dictate such exceptions. An example would be when students unexpectedly win a local competition and qualify for regional or national competition the following week.

2.     The planning for course related trips (i.e., required study trips) should include arrangements to provide financial help for students with a need. 

3.     No student will be denied participation due to financial need.

4.     All school trips requiring bus transportation must follow district protocol and procedures.  

5.     Adult chaperones providing supervision on school trips are not permitted to bring along siblings of trip attendees or any other children. 

Click the Link Below to Learn More About Out of School Events/Fieldtrips.